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City of Alameda Logo

Administrative Services Coordinator
Library, 2012-43
City of Alameda, East Bay

Clerical/Administrative Support

For more info contact:
HR@ci.alameda.ca.us
(510) 747-4900
Close Date: Nov 26, 2012
Salary: $60,606.00 - $73,664.00 Annually


 


NATURE OF POSITION


The Administrative Services Coordinator provides entry-level management assistance in the planning, coordinating and supervision of operating programs, administrative studies and special projects.  Positions allocated to this class perform basic administrative and budgetary research and analyses and provide recommendations.  They are expected to perform routine analytical work requiring a basic knowledge of administrative principles and analytical practices.  Work in the class is distinguished from that of higher classes in that it is routine.  Initially supervision and training are given in detail and as the incumbent becomes more capable, works with a higher degree of independence.  Work in the class is distinguished from that of technical, secretarial and clerical classes in that it requires strong administrative and analytical skills. The current vacancy is in the Alameda Free Library’s Circulation division.


 


 


 


EXAMPLES OF DUTIES



  1. Assists in the administration of Library operations, programs, projects and/or assignments; conducts organizational, administrative and fiscal studies and makes appropriate recommendations.




  2. Surveys, collects and reviews information on operational and administrative problems; prepares reports and correspondence.




  3. Performs work flow and space needs and utilization studies, revises forms, records, systems and procedures; analyzes and develops work procedures such as work simplification, methods improvement and computer applications.




  4. May assist in preparation of applications for monetary grants and the handling of details of grant administration including contracts with federal, state and local agencies.




  5. Performs statistical and clerical work including typing and word processing; procures supplies and equipment; conducts unit inventory and control.




  6. Confers with other departments, public officials, consultants and citizens and explains system-wide circulation policies and procedures; makes presentations on assigned projects and programs.




  7. May assist in budget preparation and administration.




  8. Supervise, trains, and schedules the circulation staff.




  9. Manages the interlibrary loan requests

     

  10. Performs work related to library technology.



 


 


EMPLOYMENT STANDARDS


Possession of the employment standards does not assure advancement to the Examination or placement on the Eligible List. This is a competitive examination where a candidate’s performance in the Examination will be judged in comparison with the performance of other candidates. To be considered, applicants should possess the combination of education and experience necessary to prove the required knowledge and abilities for the position.  A typical way to obtain the knowledge and abilities would be:


 


 


Education/Experience & Other Requirements



  1. Graduation from high school supplemented by college coursework in public or business administration.




  2. Two years of responsible administrative or supervisory clerical experience involving some typing and word processing.




  3. Possession of a valid California Driver's License and satisfactory driving record as a condition of initial and continued employment.


 


Knowledge of the general principles of modern public administration including budget and finance, business statistics, research and analysis, management and administrative methods, personnel administration, procurement and general staff work and reporting.


 


Ability to perform both complex and routine administrative and clerical work with speed and accuracy including typing and word processing; utilize computer equipment and information for data analysis; interpret and apply established City policies, procedures and codes; establish and maintain accurate records; plan, administer and evaluate work programs; interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports; set priorities, meet deadlines and make sound decisions; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships with employees and the general public and supervise, train and evaluate assigned staff.


 





 


SELECTION PROCESS


 


PART I:         A review of all applications to identify those applicants who meet the minimum requirements for acceptance into the exam. 


 


PART II:       An evaluation of those applications and Supplemental Questionnaires to select those best qualified to continue in the exam.  FAILURE TO SUBMIT SUPPLEMENTAL QUESTIONNAIRE WILL REMOVE AN APPLICANT FROM CONSIDERATION.


 


 


 


PART III:          A Job Related Qualifications Appraisal Interview (weighted 100%).  A brief written or practical exercise may be conducted in conjunction with the Qualifications Appraisal Interview.  The panel will conduct a comprehensive review of each candidate's technical knowledge and overall suitability for the position.  Candidates receiving a score of 70% or more will have their names placed on an Eligible List.  The five (5) names highest on the list are certified to the department(s) having vacancies.  Placement on an Eligible List does not guarantee employment.  Tie scores will be broken by giving priority to the candidate based on the earliest application date.  Prior to appointment, a thorough reference check will be conducted and may include a credit check.  Final selection will be made from the Eligible List by the Department Head.  Federal law requires that, prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, such as driver’s license, original Social Security card, US passport, or appropriate INS forms, etc.



 



 


APPLICATIONS


1.     Apply ONLINE at http://www.cityofalamedaca.gov/City-Hall/Job-Opportunities


 



2.     Apply IN-PERSON at the City of Alameda Human Resources Department (Monday-Thursday, 8am-6pm) at 2263 Santa Clara Avenue, Room 290, Alameda, CA 94501


Applications must be filed no later than closing time on the last date to apply.  No photocopies or facsimiles are accepted.  It is the applicant's responsibility to allow adequate delivery time.  Resumes will not be accepted in lieu of a completed City Application.  


 


VETERAN’S PREFERENCE CREDIT:  A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran’s preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service.  NO OTHER DOCUMENTATION WILL BE ACCEPTED.



 



AN EQUAL OPPORTUNITY EMPLOYER


The City of Alameda encourages minorities, women and the disabled to apply.  It is the City's policy that all aspects of employment and promotion shall be without regard to sex, marital status or disability (except where dictated by requirements of the position), race, sexual orientation, political affiliation, religious creed, color, national origin or age.  Qualified disabled persons must be able to perform the essential functions of the position with reasonable accommodations.  No individual may pose a direct threat to the health or safety of himself/herself or other individuals in the workplace.  Barring undue hardship, reasonable accommodations can be made in the application and examination process for disabled individuals or for religious reasons.  Requests for reasonable accommodation should be made in advance to the Human Resources Department.  Hearing Impaired TDD (510) 522-7538.


 


The information contained herein is subject to change and does not constitute either an expressed or implied contract.


Benefits:

For Benefits information, please visit our website at: http://www.cityofalamedaca.gov/City-Hall/Bargaining-Units. A detailed summary for this position can be found under Management and Confidential Employees Association.

This job is closed

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